Senior Administrative Officer

Job Posting Organization:
FHI 360 is a nonprofit organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions for human development. Established in 1980, FHI 360 operates in more than 60 countries and has a diverse workforce of over 4,000 employees. The organization focuses on various sectors including health, education, and economic development, and is committed to addressing global challenges through innovative and sustainable approaches.

Job Overview:
The Senior Administrative Officer position at FHI 360 is crucial for the effective procurement of materials, parts, and equipment necessary for the Strengthening Infectious Disease Detection Systems (STRIDES) activity in South Sudan. This role involves submitting and processing purchase orders, monitoring departmental costs, and ensuring compliance with both organizational and US Government regulations. The officer will coordinate purchasing activities across departments to maintain inventory levels and support the operational needs of the STRIDES initiative. The position requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders to ensure that procurement processes are efficient and effective. The Senior Administrative Officer will also play a key role in developing procurement policies and procedures, ensuring that all activities align with the strategic goals of FHI 360 and the requirements of USG regulations.

Duties and Responsibilities:
The Senior Administrative Officer will be responsible for a wide range of duties including but not limited to: preparing and maintaining purchasing files, reports, and price lists; developing bid specifications and conducting competitive procurement processes; reviewing requisition orders for accuracy; contacting suppliers to expedite deliveries; approving bills for payment; maintaining compliance with organizational policies and government regulations; checking shipments for accuracy; comparing prices and specifications; maintaining documentation of purchase orders; assisting in the development of procurement operating procedures; interacting with internal and external customers; analyzing quotations and recommending suppliers; supervising order preparation and follow-up; obtaining delivery certifications; conducting internal audits; managing warehousing and stock levels; coordinating cold chain logistics; overseeing receipt and inspection of incoming goods; planning distribution of supplies; maintaining logistics records; coordinating with transporters and logistics vendors; ensuring compliance with import regulations; monitoring logistics costs; and managing fleet scheduling for procurement activities.

Required Qualifications:
Candidates must possess strong knowledge of procurement methods and procedures, as well as a working knowledge of company policies and standards for procurement services. Excellent oral and written communication skills are essential, along with proficiency in Microsoft Office and other computer software. Candidates should demonstrate analytical and problem-solving skills, with the ability to interpret data and prepare reports. The ability to work independently and collaboratively with others is also crucial for success in this role.

Educational Background:
A Bachelor's degree or international equivalent in Business Administration or a related field is required for this position. This educational background provides the necessary foundation for understanding the complexities of procurement and administrative support within a global health context.

Experience:
Typically, candidates should have at least 5 years of experience in procurement and administrative support. Prior experience working on a USG-funded project or with a non-governmental organization (NGO) is preferred. Familiarity with USG rules and regulations governing procurement, especially for contracts, is highly desirable. Experience working in South Sudan or in a similar humanitarian or conflict-affected environment is also preferred, as it provides valuable insights into the operational challenges faced in such contexts.

Languages:
Fluency in English is mandatory, with the ability to read, write, and speak clearly and professionally. Additional language skills may be beneficial but are not required.

Additional Notes:
This position is full-time and based in Juba, South Sudan. The role may involve less than 10% travel. FHI 360 offers a competitive compensation package and is committed to equal opportunity employment. The organization emphasizes safeguarding and requires all personnel to adhere to its code of conduct. Candidates should be aware that all offers of employment will be subject to appropriate screening checks, including reference and criminal record checks. FHI 360 fosters a healthy work/life balance and provides professional development opportunities.